1. Acceptance of these terms
These Terms of Service (“Terms”) form a binding agreement between Willow Park Ventures Pty Ltd (ACN pending) trading as APBuddy (“we”, “us”, “our”), and the organisation that subscribes to or uses the APBuddy service (“Customer”, “you”). By creating an account, accepting an invitation, or otherwise using APBuddy, you agree to these Terms on behalf of your organisation.
2. Definitions
- Service — the APBuddy web application, APIs, and related features.
- Customer Data — invoices, vendor records, approvals, comments, and other data you or your users upload or generate in the Service.
- Authorised User — an individual you invite to use the Service under your account.
- Xero Data — data synchronised from your Xero organisation via the Xero API under your authorisation.
3. Account and access
APBuddy is currently offered on an invitation-only basis. You are responsible for keeping account credentials confidential and for all activity performed by Authorised Users under your account.
You must notify us promptly at security@apbuddy.io of any unauthorised access to your account.
4. Subscription and billing
Paid subscriptions are billed monthly in advance via Stripe. Prices, invoice quotas, and included features are published on our pricing page and may be updated with at least 30 days’ notice. Each plan includes a monthly invoice-processing quota; when the quota is reached, document extraction and posting will be paused until the next billing period or a plan upgrade. We do not silently charge for overage.
Fees are non-refundable except where required by law. You may cancel at any time via the billing portal; access continues to the end of the paid period.
5. Trial terms
Free trials run for the shorter of 14 days or 25 invoices processed. No payment card is required. On reaching either limit, document extraction and AI-driven posting actions are disabled; existing data remains viewable. Trials do not auto-convert to paid subscriptions — an explicit upgrade action is required.
6. Acceptable use
You agree not to:
- Use the Service in breach of any law or third-party right;
- Upload documents containing malicious code, or attempt to probe or disrupt the Service;
- Reverse engineer, resell, or offer the Service as a hosted product to third parties;
- Use the Service to process data you are not authorised to process.
7. Customer data and Xero connection
You retain all rights in Customer Data. You grant us a limited, non-exclusive licence to host, process, and transmit Customer Data solely to provide and improve the Service, and as further described in our Privacy Policy.
When you connect Xero, we access and store the tokens and data necessary to perform the actions you request (contact sync, invoice posting, etc.). You may disconnect Xero at any time from the Connections page.
8. AI processing
APBuddy uses AI models (via the Lovable AI Gateway, including Google Gemini) to extract fields from uploaded invoices and to power the in-app assistant. Documents may be transmitted to these providers for the sole purpose of returning results to you. We do not permit these providers to train their foundation models on Customer Data. AI output may contain errors; you are responsible for reviewing extracted data before posting to Xero.
9. Confidentiality
Each party will protect the other’s confidential information with the same care it uses for its own confidential information (and no less than reasonable care). Confidential information does not include information that is public, independently developed, or rightfully received from a third party.
10. Warranties and disclaimers
The Service is provided on an “as is” and “as available” basis. To the maximum extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. Nothing in these Terms excludes rights you have under the Australian Consumer Law that cannot lawfully be excluded.
11. Limitation of liability
To the maximum extent permitted by law, each party’s total aggregate liability arising out of or in connection with these Terms is limited to the fees paid by you to us for the Service in the twelve (12) months preceding the event giving rise to the claim. Neither party is liable for indirect, incidental, special, consequential, or punitive damages, or for loss of profits, revenue, or data.
12. Indemnity
You will indemnify us against third-party claims arising from Customer Data or your use of the Service in breach of these Terms, except to the extent caused by our own negligence or wilful misconduct.
13. Term and termination
These Terms remain in force while you have an account. Either party may terminate for material breach on 14 days’ written notice if the breach is not cured. On termination your access ends, and Customer Data will be deleted from active systems within 30 days (backups purge on their normal cycle).
14. Governing law
These Terms are governed by the laws of New South Wales, Australia. The parties submit to the exclusive jurisdiction of the courts of New South Wales.
15. Changes to these terms
We may update these Terms from time to time. Material changes will be notified by email or in-app at least 30 days before they take effect. Continued use of the Service after the effective date constitutes acceptance.
16. Contact
Willow Park Ventures Pty Ltd, Australia. Email: legal@apbuddy.io.